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Assistant Site Manager
Company Name: HOA Community Solutions
Company Website: www.hoacommunitysolutions.com
Position Title: Assistant Site Manager
Job Location: Gig Harbor, WA
Status: Full Time
Experience Level: Entry Level
Salary Range: $52,000 with growth potential to $63,000 within one year
Special Requirements: CMCA or equivalent experience preferred
Contact Name: Janet Biggs
Contact Email: firstname.lastname@example.org
The Assistant Site Manager is a growth-oriented position with a premier, large-scale property. The Assistant Site manager is an on-site position and is responsible for coordinating and maintaining homeowner relationships, overall positive community relations and assisting with the day-to-day operations management. The successful candidate must be detail oriented and have strong emotional intelligence and leadership skills.
The Assistant Site Manager reports to the Site Manager and Senior Manager and performs the following duties:
- Maintain consistent contact with all Board members regarding association business and important matters to affect a timely response. Inform Board of all appropriate Committee comments, requests, suggestions, or complaints from owners.
- Collect and process homeowner assessments. Make daily bank deposits of checks received. Use credit card payment system to process card payments.
- Assist association residents with questions, comments and concerns.
- Maintain good rapport with property owners, responding promptly to their requests.
- Maintain accurate record of RV lot spaces and assignments. Update billing department when changes are made. Process new RV agreements and key deposits.
- Assist new owners with access to the Gate security and guest entry software, supply with copies of Community Rules and Policies and issue remote access tags for the gate.
- Assist with sourcing vendors and placing service orders with vendors/contractors.
- Handle telephone calls/requests and emails that are received onsite.
- Receive reports of rules violations and maintenance items needing attention and issue appropriate letters/fines in accordance with policy when indicated.
- Assist with the coordination of visits, inspections and appointments with vendors and contractors.
- Communicate with security officers and assist in the development of monitoring processes to ensure compliance with post orders.
- Assist in developing preventative maintenance schedules and needs to be used for budgeting and prioritizing expenditures.
- File association documents and keep accurate records, as well as maintaining the official records for the association.
- Update Association website weekly with meeting minutes, other documents and add new owners to resident directory.
- Act as liaison between the ACC Committee and residents. Receive and review ACC Applications for completeness. Prepare agendas for ACC Committee meetings. Attend all ACC Committee meetings as well as occasional site visits with the committee when indicated. Prepare all correspondence between the committee and homeowners. Keep complete and accurate records of all ACC correspondence with homeowners.
- Assist in preparation of meeting notices, memos, other correspondence & mailings, meeting packets, and community newsletters and updates.
- Coordinate Annual Meeting details to ensure a successful meeting.
- Attend committee meetings and provide status reports to board and Site Manager.
- Inventory and order supplies for HOA on-site office.
- Respond promptly to security issues on properties.
- Perform miscellaneous job-related duties as assigned that include assistance with administrative management issues and policies including administrative projects and tasks as assigned by the Site Manager.
General Information, Qualifications & Requirements
The Assistant Site Manager must have good organizational skills and be able to juggle multiple priorities. A strong understanding of community management is needed and additional training courses may be required in the management field. Prospective Assistant Site Managers should have a experience in the HOA industry. A college degree and/or industry designation such as CMCA (Certified Manager of Community Associations) or a state equivalent certification are a plus.
- Must exhibit a professional demeanor at all times.
- Effective communications (oral, written or otherwise) skills.
- Ability to work under deadlines and consistently meet deadlines.
- Demonstrate organizational skills and ability to work independently and prioritize daily workload.
- Demonstrate problem-solving abilities.
- Must be proficient with the Microsoft Office Suite
- This position will require the successful candidate to be in the office 5-days a week.
- Professional business attire is required.
- Occasional extended hours or evening hours may be required for meetings and special events.
- Salary dependent upon experience.